5 Best Tips for Jira Leave Management

January 30, 2024

Jira leave management is essential for project managers and teams, aiding in incorporating holidays, leave, and non-working days into project planning.

Jira leave management is essential for project managers and teams, aiding in incorporating holidays, leave, and non-working days into project planning. Implementing holiday management in Jira helps in adhering to project schedules, optimizes resource distribution, and reduces the impact of team members' unavailability.

This article provides practical guidance on managing leave within Jira, with a focus on managing your team's vacation and holiday plans effectively. Utilizing the Activity Timeline add-on in Jira streamlines the tracking of team member availability for new tasks, identifies opportunities for new projects, and highlights periods when staff will be away for extended times.

Common Leave Management Challenges

Leave management, an essential aspect of human resources involves managing employee time-off requests in a fair, legal, and efficient manner. The process can face several challenges:

  • Lack of Resource Visibility: Struggling with the visibility of available resources, which makes it difficult to plan for and allocate workload during employee absences effectively. This lack of visibility can lead to overburdening certain employees or departments and can disrupt workflow and project timelines.
  • Tracking and Record Keeping: Accurately tracking leave balances, maintaining records, and ensuring that the data is up-to-date and accessible can be challenging, especially without a centralized system. Manual tracking is prone to errors and inefficiency.
  • Communication Issues: Effective communication about leave policies and individual leave statuses is crucial. Miscommunication can lead to misunderstandings and dissatisfaction among employees.
  • Adapting to Remote and Flexible Working Arrangements: With the rise of remote work, managing leave in a way that accommodates flexible working arrangements while still meeting business needs is increasingly challenging.
  • Staffing and Scheduling Conflicts: Anticipating and managing staffing shortages due to overlapping leave requests is a key challenge. This requires foresight and planning to ensure that business operations are not adversely affected.
  • Technological Integration: Implementing and integrating leave management software with other HR and operational systems can be complex and resource-intensive. Choosing the right technology that fits the specific needs of the organization is crucial.

How to Manage Vacation Requests in Jira?

Jira, in its standard configuration, lacks specific features to track holidays, vacation requests, sick leave, or other non-working days. Nevertheless, users can employ certain workarounds or incorporate third-party applications to facilitate this functionality with an automated leave management solution.

Holiday Management with ActivityTimeline

ActivityTimeline serves as a resource management and monitoring tool within Jira, facilitating the coordination of teams, projects, and tasks all in one location. It features an extensive Planning Dashboard, showcasing both individual and team timelines. From these timelines, users can allocate Jira issues or initiate new tasks, allowing for a clear view of who is working on which task and the expected completion time.

ActivityTimeline Dashboard

Tips for Effortless Holiday Management

Understanding the intricacies of holiday management is crucial for maintaining a balanced and productive work environment. Whether it's accommodating individual leave requests or aligning team schedules with public holidays, these tips aim to guide streamlining your holiday management process.

Get a Proper Visualization

Visualization is a powerful tool in leave management. By creating a visual calendar, you can easily track who is on leave and when. This approach helps in identifying staffing gaps and planning to ensure sufficient coverage. It also promotes transparency within the team, as everyone can see when their colleagues are away. A visual representation of leave patterns aids in making informed decisions and avoiding potential scheduling conflicts.

With the help of the ActivityTimeline Dashboard, which is built like a calendar, it's very easy to understand the activities of the teams and separate users, so Managers can see for which days they can approve vacation or holiday requests, track non-working days and reassign tasks to keep everything on track:

Calendar with Tasks in ActivityTimeline

Use Custom Events

ActivityTimeline tool offers a variety of internal events that are not connected with Jira and helps to manage team or company activities. Moreover, it gives the possibility to create custom events. Custom events can greatly enhance leave management. By marking important company dates, training sessions, or team-building events in your holiday management system, you ensure that employees are aware of these and plan their leaves accordingly. This proactive approach helps minimize disruptions and ensures that critical events have the necessary attendance and resources.

Custom Events in ActivityTimeline

Users can create custom events directly from the dashboard and schedule them on the user's timeline in a few clicks:

Internal Events in ActivityTimeline

Every user is equipped with a unique workload indicator that displays their daily working hours. Upon scheduling a vacation or any other event, this indicator automatically updates to reflect the non-working hours.

ActivityTimeline Workload

ActivityTimeline offers a range of custom event types, such as:

  • Bookings: This feature allows you to reserve a set number of hours per day for an individual's capacity. It enables the allocation of a person to a specific activity without assigning specific Jira tasks.
  • Placeholders: These can be standalone elements or linked to a Jira issue. They are useful for testing various planning scenarios without altering actual Jira tasks. Once a Placeholder is approved, it converts into a real Jira task.
  • Overtime: In contrast to Bookings, this event type adds extra hours to a user’s daily capacity.
  • Note: This function serves as a simple textual note or reminder on an individual's timeline, without impacting their capacity.

Integrating Public Holidays

Integrating public holidays into your holiday management strategy is essential. It's important to be aware of the public holidays in the regions where your employees are based. This ensures compliance with local labor laws and helps in planning work schedules more effectively. Acknowledging public holidays also shows respect for cultural and regional diversity, which can positively impact employee morale.

ActivityTimeline enables the creation of a public holiday calendar that integrates smoothly with your team's schedule. Project Managers can create Holidays for the entire team simultaneously and set up recurring events for periodic activities effortlessly:

Events Creation in ActivityTimeline
Jira Vacation Calendar

Create Holiday Schemes

Developing structured holiday schemes can streamline leave management. As organizations become global and teams collaborate across different time zones, factoring in public holidays and non-working days is crucial for scheduling and work estimation. Navigating holiday and non-working day management in prominent project management tools like Jira can be complex, but with ActivityTimeline this process became very simple.

Simply establish a holiday scheme, apply it to the relevant teams, and watch as holidays automatically emerge on user timelines. This eliminates the need for managers to manually input holidays, allowing them to effortlessly utilize the pre-configured scheme.

Creation of Holiday Scheme in ActivityTimeline

You can discover how to set up holiday schemes in this video guide:

Utilize Leave Reports

Utilizing leave reports is an effective way to manage holidays. Regular reports can provide insights into leave trends, helping to identify any issues such as understaffing during certain periods or excessive unused leave. These insights enable proactive planning, ensuring a balanced workload and reducing the risk of burnout among staff. An analytical approach to leaving data helps in making informed decisions that benefit both the organization and its employees.

ActivityTimeline offers its users dozens of useful reports, including the leave ones. With the help of the leave report Managers can easily oversee the non-working days of the teams and plan future activities relying on accurate data:

Vacation Report in ActivityTimeline


In conclusion, the implementation of Jira leave management, augmented by tools like ActivityTimeline, is a game-changer for modern businesses. It offers a comprehensive solution to the multifaceted challenges of holiday management, from lack of resource visibility to the integration of leave management with other systems. By leveraging Jira's robust framework and ActivityTimeline's intuitive features, project managers and teams can effectively manage leave requests, track employee availability, and integrate public holidays into their project planning.


Frequently Asked Questions

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